Public Administration Clerk

Northern Kentucky Area Development District; Florence (KY); On-site; USD 26,000 - 37,000; Full time

Job summary

Northern Kentucky Area Development District (NKADD) is seeking a Public Administration Clerk for a 10-month contract in Florence, KY. The role focuses on analyzing and digitizing records, ensuring retention compliance, and maintaining accessibility of regional records.

Responsibilities include document preparation, indexing, quality control, and front office support. A high school diploma is required; IT/CS coursework is preferred, with experience in scanning and MS Office highly desirable.

Qualifications

• High school diploma or equivalent required; IT/CS education preferred.
• Experience with document scanning, records management, data entry, or administrative support desired.
• Proficiency with scanning equipment, computer systems, and MS Office applications (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail, organizational and time-management skills; ability to work independently or in a team.
• Ability to handle confidential information with discretion and provide good customer service.

Responsibilities

• Identify records designated for permanent retention and document them for digitization.
• Review and verify record descriptions, retention classifications, and record series numbers.
• Conduct records retrieval, archiving, and destruction processes as required.
• Index and categorize scanned documents according to retention policies and procedures.
• Create and maintain a document management system for easy retrieval and storage locations.
• Front Office backup: answer phones, greet guests, and process outgoing mail.

Skills

Attention to detail

Organizational skills

Time management

Self-direction

Teamwork

Education

High school diploma or equivalent

Post-secondary education in information technology or computer science (preferred)

Tools

Scanning equipment

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Position Title: Public Administration Clerk

Division: Community Development Planning

Work Location: Florence, Kentucky

Supervisor: Associate Director – Community Development Planning

Salary Range: $23 per hour

Status: Temporary Contract/Non-Exempt

Hours per week: Minimum 28 hours

Position Purpose

The Northern Kentucky Area Development District (NKADD) seeks an innovative, motivated, detail-oriented and technically skilled professional to fill a contract public administration clerk position for a special 10-month long project. The successful candidate will be responsible for analyzing and digitizing records that must be permanently maintained. This includes coordinating record retrieval, verifying descriptions and classifications, digitizing materials, and ensuring compliance with Kentucky records retention standards. The goal is to enhance the accuracy of the records inventory, improve regulatory compliance, and ensure the long-term preservation and accessibility of significant regional records.

Duties

Document Preparation:

• Identify records designated for permanent retention and document them for digitization.
• Review and verify record descriptions, retention classifications, and associated record series numbers.
• Conduct records retrieval, archiving, and document destruction processes as required.
• Organize and prepare documents for digitization.
  
  

Organizing And Storing Digital Documents

• Index and categorize scanned documents according to established procedures and retention policies.
• Create and adhere to an effective document management system for easy retrieval and maintain organized electronic and physical filing systems.
  
  

Quality Control

• Update records inventory documentation to reflect accurate descriptions, retention requirements, record retention classification, and storage locations.
  
  

Administrative

• Front Office back-up support, answering phones, greeting guests, and outgoing mail processing. Other duties as needed.
  
  

Qualifications

• High school diploma or equivalent is required; post-secondary education in information technology or computer science is preferred.
• Previous experience in document scanning, records management, data entry, or administrative support is highly desired.
• Proficiency with scanning equipment, computer systems, and Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail, excellent organizational and time-management skills, and the ability to work both independently and as part of a team.
• The candidate must have a high level of motivation and self-direction, the ability to set goals, and prioritize completing tasks.
• Ability to handle confidential information with discretion and excellent customer service skills to address inquiries related to document requests or issues.
• Maintain a valid driver's license and provide transportation to and from external meetings.
  
  

Physical Requirement

• Ability to sit or stand for extended periods and lift and move boxes of records weighing up to 25 pounds.
• Frequent use of hands and fingers to handle documents and operate office equipment.
  
  

Additional Qualifications

• Must be 18 years of age or older.
• Must be a citizen of the United States.
• No felony convictions.
• Submit to a criminal background check.